Device for compiling sales and collection records



Oct. 5; 1937. v E. M. GRAF 2,095,063

DEVICE FOR COMPILING SALES AND COLLECTION RECORDS Filed July 29, 1931 2 Sheets-Sheet 1 Oct; 5, 1937. E. M. GRAF 2,095,063

DEVICE FOR COMPILING SALES AND COLLECTION RECORDS Filed July 29, 1931 2 Sheets-Sheet 2 (5957/ FELT/V60.

Patented Oct. 5, 1937 UNITED STATES DEVICE FOR COMPILING SALES AND COLLECTION RECORDS Elizabeth M. Graf, St. Louis, Mo.

Application July 29, 1931, Serial No. 553,703

9 Claims.

This invention relates to devices for compiling sales and collection records.

Objects of the invention are to provide a device for maintaining and supporting series of record sheets; to provide means for separating the series of record sheets into groups comprising a group for record sheets relating to purchases during a current month, a group of record sheets for those who have not made purchases during the month but who owe an account, and a group of record sheets of accounts which are dormant and inactive as to purchases and payments; and to provide an improved cabinet for receiving and containing the series of record sheets in proper relationship for convenient use.

Other objects will appear from the following description, reference being made to the annexed drawings, in which Fig. l is a perspective View showing my improved cabinet in open and extended form.

Fig. 2 is a vertical longitudinal sectionalview of the cabinet showing three groups of'record sheets therein.

Fig. 3 is a vertical transverse sectional View of the cabinet showing the manner in which the record sheets may be supported in extended position for convenient inspection.

Fig. 4 is a vertical longitudinal sectional view of the cabinet extended and without record sheets therein.

Fig. 5 is an enlarged detail sectional view approximately on the line 5-5 of Fig. 1.

Fig. 6 is a detail view showing the manner in which the detachable spacer is held in position in the cabinet.

Fig. 7 is a plan view of my improved record sheet.

Fig. 8 is a view showing another record sheet for receiving other records. V

In the embodiment of the invention shown, my improved cabinet comprises a bottom wall l. acting as a support, a. vertical side wall 2 attached to and rising from one edge of the wall I, a side wall 3 connected to the opposite edge of the bottom wall I by hinges 4, a front wall 5 extending transversely across the front of the wall l and connected therewith by hinges 6, and aback wall 7.

An arcuate arm 8 is attached to the front wall 5 and is formed with an arcuate slot 9. The wall 8 extends alongside of the inner surface of the wall 2. A projecting stud I0 secured to the wall 2 extends through the slot 9. The wall 5 may be swung outwardly a distance from the ends of the walls 2 and 3, extent of such outward movement being limited by the projection i9 engaging the end of the slot 9, as shown in Fig. l.

A spring latch II is attached to the wall 3 and is formed with an angular portion l2 adapted to engage with a keeper member l3 attached to the wall 5 and thus support the wall 3 in a vertical position. Since the latch H is resilient, the-wall it may be swung outwardly to open position while the Wall 5 remains upright.

A pair of arms l4 are mounted for sliding movements in guides l5 attached to the upper side of the bottom wall I of the cabinet. These guides l5 have dovetailed grooves H5 in their lower sides and the arms [4 operate in said grooves. The rear ends of the arms M are attached to the lower marginal portion of the rear end Wall E of the cabinet so that said rear end wall may be moved rearwardly from position against the wall I when it is desired to release the record sheets in a filled cabinet, or for any other purpose.

Whenthe walls 3 and 5 are in their vertical positions and the wall 1 is against the rear end of the wall 1, a box-like cabinet is formed in which series of record sheets may be kept.

A rod ll has its rear end rigid with the wall I. Said rod projects forwardly into a tube 53 supported by the wall 2 by means of supporting clips I9. When the wall 'I is moved away from the wall I, the arms M will support any cards or record sheets that move beyond the ends of the guides l5, and the rod l1 will limit extent of lateral movement of said cards or sheets so that said cards or sheets will thereby be supported, approximately in alinement.

A wedge-shaped spacer member 20 is removably mounted in the cabinet, said spacer member being provided with notches in its lower edge receiving the guides 15. The spacer member may be hollow in order to reduce its weight to a minimum. One end of said spacer member is formed with a notch 21 (Fig. 6) adapted to receive the tube l8, and with a hook 22 adapted to extend between the tube l8 and the wall 2. Thus, the spacer member will be held upright. This construction permits the spacer member to be moved along the bottom of the cabinet from one position to another as required by the arrangement and readjustment of the record sheets or cards in the cabinet. This spacer is shown in Fig. 2 as separating one group of record sheets 23 from an adjacent group 24. The cabinet is shown as containing another group ofrecord sheets 25 sepa rated from the group 24 by a spacer device com prising finger 26 attached to the end of an arm 27 movably supported by the wall 2.- The wall 2 29 ,and incapable of passing through the slot '28.

; Thus, the arm 21 is supported at a distance above 7 the bottom and below the top of the'c'abinetand' 110 fisheets in the groups 24yand 25i V extendsbetweenand separates the groups24 and 3 25m that; when the cabinet is opened; the oper-f w ator can determine at aglance the approximate 1'5 cause the groups are visually separated :by'the' spacer '23 and'th'e finger 26. 'The groups 24 and j '20 is'cap'ableof movement to different adjusted po; 'sitions, as required by varying numbers of record The finger '26 location of any record sheet that 'may be :needed;

'I'he operato'r determines immediately the exactgroup in which the =record she lids l obatedibe' incline upwardly and forwardly, due to the shape ofithe wedge spacer 20. The lowerwall oi ,t V the slot 28 is formed with notches3l constituting; abutmentslfor the arm 21', so that the inclining .i group of record sheets :24 cannot push the arm 21 Ifromitsproperadjustrnenfl The arm Z'I-may be c raised above the notches 31 Iand moved along th'e V slotJBfto any position'needed; a j i V a The wall fi is'formed iwith 'ahole 32 inalinement with alhole" 33-through thelspacer' 20- and V with a holej341inthewall lx Whenthe cabinet holes'32 and ,3 3,an d screwed into the hole 34, r i which'isthreaded' for "that'purp'ose. 4 A knob 36 7 g c on the front end" of the rod constitutes a V 35 cdntlolledm' r V r V The cabinet islpro-vided" with'a lid adaptedito 7 handle whereby said rod may; be operated and "covertheftop 'orgthe cabinet and comprising a mentii' i I V t As shown, thefihger 25;isrconnected' toftheg j armi21 by1a'pivot3 9' which permits the finger to" r be turnedito position inwhich it is" entirely above member 31'having marginal portions arrangedto seat upon ,thefwallis of the cabinet and having a dependingiportion:38"arranged to'extendinto the cabinet and 7 thereby hold the lid "from; displacethe cards or; sheets in the cabinet and then ex- 7 tended fdownwardly-=to position 7 bet 5 "groups 24*and 25 of the cards or sheets.

',:My improved record card or sheet is preferably constructedand formedas shown in Fig. '7.' The V card or sheet is provided near'its upper-edge with a defined space 40 for the name of the salesman."

A defined space 4| below the space flisreceives the name of thelcustomer; and adefined space 42"receives,the cus'tomers address; There are defined'spaces 43, 44:; 45 and'46inear thenpp'er 51," 58g 59y60landi'filg;Thespaces49to 54; in- V elusive,'contaim'respectively, the columnar designations" fMonth, Monthly purchases; Agef ing, "Past due:balanceiflBalanceif andVCashZ {edges of the. sheet or card" forreceivingsymbols f indicating information with respect to the pay-f I r 1 a Below the designated spaces 4i and 42,'th'e card j a "o -"sheet is-fo'rmed withapair ofspaced hea vy' rulelinesfl and 48, leaving between'them ade' 7 fled ,space: for receiving duplicated ments to 'bemade by the customer;

designations 49;;59, SL152; 53 and 54;

" Jand these designations therefore; designate, the

nationsl; r

[respective columns 5 6" to 6 l, inclusiv'e. 75 Accord ingly I 138 11 these designations columnar 'desig ween 1 the r positions in" the groups ofkcards 2 3, '24 and '25; so that they may be readily removed. The cards shown in Fig. 8 may be colored in'contr'ast with I thecolors of the'cards" shown in Fig. '7; or'other- I Jwise distinguished" therefrom, sothat there will :f v be no difficulty in locating them.- Thesercards' 55 information contained in the 4 zof the type :now used.)

the column 59; thei total balance for the respece facross the sheet, crossing all: of the columns} thereon, thus forming spaces in each of the colh In the column '55,; the names of the" '1 a months 'in which purchases are made are written 7 by the operator; the 11013311 of monthly purchases are written in the column 51; the monthly pay- 1 rments are written in the columns 58 the past due a balancesfor the respective months are written in j 10" amounts of cash paymenfts made during the re- 'spective 'months'are written in thecolumn 6|. in

This presents a yeryconvenient assembly and arrangement of allof'these essential records; so, 'thatthe, operator is informed at a glance as to f thefcohd ition of any account; The lower portion 7 a r "of 'thesh'eet or card' is formedwithja defined" space-63 for'receiving any record of information i or comments; The lower marginalipo'rtion of the H card or sheet is formedwith defined spaces 64 for receiving information connected withthe ac1-. "countij 7 7 r Q f r The lower'marginal edge of this card or sheet 25 "igui'des l5. 7 Thesefnot-ches are separated by a downwardlyextendedportion 66 which extends; 7 between the guides i5 and is formed with a' hoist: .6l-that is thereby alined with the holes32 33fand 1 V 30L shown ihFig. 2; of the drawings, saidrod will '5 pass through the holes 61 in all of these'cards" I 1,

is provided "with notches 65 for receiving the 34 so that, whenjtherod 35 is applie'd and as" letter AC'are written in the column 68 on lines 'which receive records of monthly payments made on corresponding lines69.. These ccards 'shown' I in Fi'g. 8 are notnotched at their lower edges 'as are the cards illustrated in'Fig. 7; ,Thesecards" My invention" also comprises the recordrard or 'sheetshown in Fig. 81 This'c'ard orshe'etQha's j a vertical column 68 for receiving ansumame 1 beginning} with the same initial. Forinstancep allnamesbeginningwith-9A;suchjasYAdams, V V 7 Arnold, and'other names beginning with the 4o 59. The lines 69jextendentirelyacrossthe'sheet" and across the 'fMonthly paymenti columns 10,

shown in Fig.8 are slidable laterally from their 4 are constructed so that they are freely movable without obstruction bytheguides l5, becauseit is necessary to remove them fofrecord entries oftener tha' n itfis" necessary-'tofremove anyone a of the cards, shownin Fig 'l. This isob'viously" true bec anse' each card "shown in Fig.1 T is devoted' 7 ,:to a single customer, Whereas-the-card shown in.

Fig, 8 contains the surnames iof all customers whoseinames begin "with the same 'initialft.

Fig. 7 ofthedrawingsjindicates suffi'cientlythe V 7 V. "mannerin which-complete records ofindividual V 'The'columnan designations areseparatedbyi:

yertiQaIlines 55; producing vertical columns'56,

customers accounts are maintained;and araccount shown on Fig. '7, it will be demonstrated direct way than is possible by use 0f the usual This invention, eliminates a great deal'of figuring'and Writing, usually required to derive the clearly; that the account is arranged in a more i complicated records j r As shown in Fig. 7 of the drawings, an indi vidual customers account showed a balance of $30.00 at the end. of March, which appears in column 60. The designation Mar is written in alinement with 30.00 in column 50. There was no payment made during March by this customer and, since there was no balance due from the previous month, this 30.00, it will be seen, represents merchandise all purchased during March. So, in column 51 for monthly purchases, the amount 30.00 is written.

At the close of books at the end of April, no purchases are shown; that is, the statement merely shows an old balance of $30.00. On the next line in Fig. 7, the designation Apr is written in column 56 and, in the column 59, showing past-due balance, 30.00 is written.

During May and June, the statements still show a balance of $30.00, no further payments or purchases having been made. At this time, it is not necessary to make an entry.

At the close of July business, the balance shown due is $50.00, which is written in the next line in column 60. As noted from the cash card, the payments total $20.00 for July, and this 20.00 would be written in column 61. The designation Jul would, of course, be indicated in column 50. The last balance previous to the July bal ance shown in column '00 is $30.00, and from this amount the $20.00 cash in column 61 is deducted,

leaving a past-due balance of $10.00, which is written in column 59. The purchases 'for July is the difference between $10.00, past due balance in column 59, and $50.00, the balance shown in column 00, which is $40.00. 40.00 is written in column 51.

The cash just posted is $20.00 in column 6|, and this amount is deducted from the oldest portion of the account, which is shown to be the $30.00 in March in column 51-. This leaves a balance of $10.00 due from March, and this amount 10.00 is written in the ageing column 58, in alinement with the 30.00 in March. The $30.00 could be scratched but, in order not to deface the column 51, it would be bettertoplace a check mark behind the 30.00 to signify it had been paid, or partially paid.

At the end of August, the account shows a balance of $6 .00, which is written in column 60, the designation Aug being indicated in column 50. The cash for August, as shown on cash card, is $25.00, which is written in column 6|. The balance previous to the new balance just written in column 60 was $50.00. Deducting $25.00 cash in column 01, leaves a balance of $25.00 past due, which is written in column 59. The monthly purchase is the difierence between the balance 60.00 in column 60 and the past-due balance 25.00 in column 59, which is $35.00, and this 35.00 is indicated in column 51. The merchandise returns are automatically deducted from the monthly purchases. The $25.00 cash in column 01 is deducted from the oldest portion. There is $10.00 due from March in column 58, and this $10.00 is scratched, being taken care of by payment of $25.00, the other $15.00 being applied to the next oldest, which is $40.00 from July. The

July, and the monthly purchase following for August, $35.00, or a total of $60.00, the amount indicated as the balance incolumn 00.

At the end of September, this account as per statement shows a balance of, $50.00. This is written in column 00. The cash for September as shown by the cash card is $10.00, and thisis written in column 61. Deducting the $10.00 cash in column 61 from the preceding months, or August, balance, $60.00 in column 50, the difference, or now past-due balance, is $50.00, which is written in column 59. Since the balance is $50.00 in column 5| and the past-due balance is $50.00 in column 60, the difference is .00 and shows no purchases have been made. For the ageing of the account, the cash 10.00 in eolimm 60 is deducted from the oldest part, which is $25.00 in July, which leaves a balance of $15.00 from July. The 25.00 is scratched and, in alinement with this figure and Jul in column 50, 15.00 is written. Proof: July, $15.00 plus August, $35.00, is $50.00, or the balance shown in column 00.

Vl'hen the books are closed at the end of October, the account shows a balance of $70.00, written in column 50 and, in alinement with this, Oct is written in column 50; The cash shown on thecash card is $10.00, and this amount is written in column 6|. Deducting the cash,

10.00 in column 61, from the old or September balance, 50.00 in columnfil, this leaves $40.00, which is now past due, and this amount 40.00 is written in column 59. The difference between the balance 70.00 in column 60 and the pastdue balance, 40.00 in column 59, is the monthlpurchase, which is $30.00, andis written in column 51. The $10.00 cash in column 51 is subtracted from the oldest part, which is $15.00 in July, leaving $5.00 due from July. The amount 15.00 is scratched out and 5.00 written in .1

column 59 in alinement with Jul.

- An extra column could be provided for ageing but, in almost all cases, two columns will be found sufiicient.

Proof of record at the end of October as it now stands: July, $5.00; August, $35.00 and October, $30.00, a total of $70.00, which is the balance indicated incolumn 60.

These records are continuously and successively entered in the manner above described and, from said description, further and additional uses of the device will be readily understood. The names of the salesmen may be written or stamped in distinctive or contrasting colors in order to distinguish them from each other.

The manner of using the card shown in Fig. 8 will be understood from the description thereof already given. And the manner of locating the cards and the groups of cards within the cabinet is also clear.

When accounts become dormant, or where no balance is due and no purchase has been made during the month, the cards for such accounts may be kept in a separate file or toward the rear of the cabinet, properly separated and distin guished from the remaining contents of the cablnet.

kept in alphabetical order, and the groups of cards may be distinguished by any appropriate means or device.

In order to determine what payments were made during any month, reference may be made to the cash card shown in Fig. 8, containing such records. These cards may be maintained with or All other cards in the respective groups are ue balances 3 7 accounts; ,The use'rtrn'a yjhus more' easilyl obtain information o f accountsthat are, pastdue and t i :keep icollectionsf closeritoffdate." Ii -connection v 'beyindicatediinthe space indicated, andithe manrieringwhich'theiaccount must befhandled may berde'signated by checks in the'spacesj-43 44 and s 45 respectively, which are-adjacent to" the "notae "tions "*CqO. D3, and fspecialf and .fC ol, the significance of the firstttwo designations being witheach card,thejcustomers creditiratingmay familiar, and: the designation "Col indicating V that the: account hasbee'n' passedto a'coll ector foricollection.

ej All of these a'dvantagesand u ses'are obtained e r by this compactfand simplified invention. without 1 ";any inconvenience to the bookkeeper or ledger v "clerk," eliminating th'e necessityof turning and 1 'usingeheavy'and bulkylbook s and the desirabilityj for using a'regular ledger; The entire recordis .kept in most convenientiorm;

e t 'I consider' that this' invention greatly' f acilitates 'the keeping of records of active'and dormant ac 7 ing need f orinformationafiorded by thes'e ca'rdsi" vention maybe varied within the scope of equiva lent limits without "departure from'the' nature 'f' and principle thereofg I do not restrictjmyself v V r H desire to secure'by Letters Patent is; y: V prising'a support, walls connected with said r for 'm'o'ver'nents towardfand away; from said 5 first iniunessential "particulars, but what/I claim and 1'. A device of the character described comsupport onthree sides forming'an enclosure open at one end, awall at saidopenend of said enclosure, guides-for 'guidingssaid last named "wall,

named walls,1a series of cards mounted in said "enclosure and t having notchest receiving {said tguidesfandjdevices mounted in' said enclosure for'separatingfsaid cards into groups;

t2. A- device of the -character described comprising a supportgwalls connected with said sup- Iport on three sides*'formingf an :enclosure open :75 her engaged said; element ;'and with cer-:

at, one endQawaIlat' said openrendof saidren e V closure, guides'forguiding said last named; wall {for movements toward and away from said first named'walls, a'series of 'cardsfm'ounted in'said enclosure and; having notches receivin said guides,,,devicesmounted ingsaid enclosureffor w separating said cards intogroups; and'means for holding ;said' devicesiin selected adjusted posi -j" s according to the requirements. of the groups 3.*A' devicefof theicharacter described eomwall for sliding movements toward and from said V. e 5 6 7 e r 7' separate from the cards ofgFigf'l, and afiord-re-Q stain of'said walls preventing withdrawal of said jmindersenabling the properclerk o'r employeeto determine easily wherein the pastiare. shown. V f L V 7 Thus, the userpr thisiinventionris afforded an ii'nstantf pict'ure .or visi ongof the eonditi'orr'of any cardsflfrom' saidfenclosure. 7' 7 4. A1-device of the character 5 described "corn; 5. I prising asupport, wallsextending upwardly along 'the r sides and ends; of said support forming an enclosure open atthe top,aseries of cards mount-L ed in 'said enclosure; a; downwardly'tapered r'nem-,- t

ber'trnounted in said enclosure for separating saidecardsf'intot groups and inclining adjacent w group'sofrcards away fromeach other, and means: other than said support and said wallsfen gagn andfsupporting said member forlforward and rearward movements in said enclosure.

in said' enclosure separating said. cards into groups inclining away from eachother; and means supported by on'jof 'saidtend Walls and by one;

of said side walls'respectively for' supportingrsaid' member in positionjtojseparatezsaidcards into 7 groups incliningaway from each other,

e 25, 6. A device of the character described comprising'a support, wa'lls extendingtupwardlyt from a the sides and ends of said supportand forming counts; presentingthei entire; .CQndition offea'ch ,;:an enclosure open at the 'top, a series of cards ,account so thatpthesonditiori may be easily seen without a leafihgpthibugh different pages of a V ledger, or other record bookv The'c'ards may formed and 'produced at comparatively" nominal expense and thus made available toeveryone hay 35 j' The construction and arrangement of the 'ineach otherfmea'ns for preventing withdrawal of said cards from said enclosure; an additional secards from'said first series F'OfJCaIdS.

- '7'.- A deviceo f the character described-comprisi; ing a support, side walls and endwalls' connected a series of'cardssupported on'the bottom of said enclosure, a downwardlytaperedmember rnounted in said enclosu Onsaid support separating ries of cards mounted iii'saidenclosure, anda device "for separatingjsaid' additional :series' of with the sides and ends respectively ofsaid'sup f port and forming an enclosure open at the'top;

' saidg'series of cards into groups, and inclining T one of said groups away fromthe other while") said cards remain supportedfon the bottompt' said enclosure, means other than said'gcards ion holding said member in upright position between said groups of; cards, an additional'series of cards 1 mounted in said enclosure adjacent to oneo f said groups of cards, and ta-device supported in said enclosure by one ofsaid sidewalls and'separating said additional series of cardsfrom the;

adjacent group of said first series and supportcards. i

1 ing the upperv end of saidadjacent group of so V prising 'a support; side" walls and end Walls con-j V nect'ed'pwithsaidsupport and forming an enclo sure, a series of cards mounted on saidvsupport," t

a downwardlyftapered rnember mountedon and movable along said support'in said enclosure to; difierent positions to "separate said cards into sele'cted groupsand to incline said groups of cards away from each: other While all of said cards 7; remain on said support,rmeans other thansaid 7 cards for holding saidmember inlupright posi .tionQan'd' an element in said enclosure for-sup a V porting the upper ends of one'of saidgroupsof' i cards. 7 r g 79.]A' device *of theicharacter' described com prising asupport; side wallsand end walls connected with said support and forming an enclosure, a series of cards mounted on said support, a downwardly tapered member mounted on and movable along said support in said enclosure to different positions to separate said cards into selected groups and to incline said groups of cards away from each other while all of said cards remain on said support, means other than said cards for holding said member in upright position, an element in said enclosure dividing one of said groups of cardsinto two sub-groups and supporting one of said subgroups in inclined position, and a device supported by one of said side walls for supporting said element.

ELIZABETH M. GRAF. 

